About this role
Job summary Purpose of the Role
To provide efficient administration and support for the processing of Disclosure and Barring Service (DBS) applications on behalf of client organisations. The role involves managing DBS applications from initiation to completion, responding to customer enquiries, monitoring progress, ensuring payments are received, and maintaining accurate records. The successful candidate will also be required to meet the eligibility requirements to become a DBS Countersignatory.
Main duties of the job DBS Administration
Process DBS applications accurately and efficiently on behalf of client organisations.
Review application information and supporting documentation to ensure completeness and compliance.
Monitor application progress and update relevant systems and records.
Liaise with applicants, clients and the DBS regarding application queries and status updates.
Maintain confidentiality and data security in accordance with GDPR and DBS requirements.
Customer Service & Query Management
Respond to telephone, email and online enquiries from applicants and client organisations.
Investigate and resolve DBS-related queries in a professional and timely manner.
Provide clear guidance on DBS processes and requirements.
Payment Administration
Check, monitor and reconcile payments relating to DBS applications.
Chase outstanding payments and follow up on unpaid applications.
Maintain accurate financial records associated with DBS processing activities.
Compliance & Quality Assurance
Ensure all DBS applications are processed in line with DBS guidance, legislation and company procedures.
Support audits and compliance reviews as required.
Complete and maintain training required for DBS processing and Countersignatory responsibilities.
Undergo and maintain eligibility for DBS Counter signatory status.
About us
What is a Local Medical Committee (LMC)?
An LMC is the statutory representative body for NHS general practitioners and GP practices. LMCs are recognised in legislation, funded by a statutory levy paid by GP practices, operating independently of NHS England, Integrated Care Boards (ICB), and employers.
Avon LMC represents all GPs and GP practices across BNSSG, including GP Partners, Salaried GPs and levy paying Locum GPs.
Purpose of Avon LMC
- Protect and promote the interests of general practice
- Advocate for GPs locally, regionally, and nationally
- Provide expert contractual, professional and workload advice
- Support safe, sustainable patient care
- Feed local GP intelligence into national policy discussions
Key Functions of Avon LMC
Representation and advocacy
Avon LMC represents general practice in discussions with the BNSSG ICB, NHS England, local authorities and other system partners.
Contractual advice and support
Providing expert interpretation of GP contracts, including advice on core GP work and contractual boundaries.
Workload and interface issues
Challenging inappropriate workload transfer from secondary care and other providers and supporting practices to manage interface problems.
Policy development
Developing local policy positions and contributing to national GP policy via the British Medical Association (BMA) and GPC England.
Professional support
Supporting GPs through system pressures and signposting to appropriate support when needed.
Job description Job responsibilities Job DescriptionJob Title
DBS Administrator (Part-Time)
Hours1015 hours per week (flexible, subject to business needs)
Reporting ToOperations Manager / DBS Services Manager
LocationRemote / Hybrid / Office-based (as applicable)
Purpose of the RoleTo provide efficient administration and support for the processing of Disclosure and Barring Service (DBS) applications on behalf of client organisations. The role involves managing DBS applications from initiation to completion, responding to customer enquiries, monitoring progress, ensuring payments are received, and maintaining accurate records. The successful candidate will also be required to meet the eligibility requirements to become a DBS Countersignatory.
Key ResponsibilitiesDBS Administration
Process DBS applications accurately and efficiently on behalf of client organisations.
Review application information and supporting documentation to ensure completeness and compliance.
Monitor application progress and update relevant systems and records.
Liaise with applicants, clients and the DBS regarding application queries and status updates.
Maintain confidentiality and data security in accordance with GDPR and DBS requirements.
Customer Service & Query Management
Respond to telephone, email and online enquiries from applicants and client organisations.
Investigate and resolve DBS-related queries in a professional and timely manner.
Provide clear guidance on DBS processes and requirements.
Payment Administration
Check, monitor and reconcile payments relating to DBS applications.
Chase outstanding payments and follow up on unpaid applications.
Maintain accurate financial records associated with DBS processing activities.
Compliance & Quality Assurance
Ensure all DBS applications are processed in line with DBS guidance, legislation and company procedures.
Support audits and compliance reviews as required.
Complete and maintain training required for DBS processing and Countersignatory responsibilities.
Undergo and maintain eligibility for DBS Countersignatory status.
General Administration
Maintain accurate electronic records and filing systems.
Produce reports and management information when required.
Provide administrative support across the business as needed.
Undertake additional administrative duties in line with business requirements.
Key Performance Indicators (KPIs)
Accuracy of DBS application processing.
Timely response to customer enquiries.
Application turnaround times.
Payment collection and follow-up effectiveness.
Compliance with DBS and GDPR requirements.
Quality and accuracy of record keeping.
Person Specification
Personal Attributes Essential
Trustworthy and able to maintain strict confidentiality. Professional, reliable and dependable. Proactive and solution-focused. Flexible and adaptable to changing business needs. Committed to providing excellent customer service.
Experience Essential
Experience Previous administration experience in a busy office or customer service environment. Experience handling confidential and sensitive information. Experience managing customer enquiries via telephone and email. Experience maintaining accurate records and databases. Skills & Knowledge Excellent attention to detail and accuracy. Strong organisational and time-management skills. Excellent written and verbal communication skills. Competent in Microsoft Office applications, particularly Outlook, Word and Excel. Ability to manage multiple tasks and prioritise workload effectively. Strong customer service skills and professional telephone manner. Ability to work independently with minimal supervision.
Desirable
Previous experience processing DBS applications. Knowledge of DBS legislation, guidance and procedures. Experience working for a Registered Body or Umbrella Body. Experience with CRM or applicant tracking systems. Basic bookkeeping or payment reconciliation experience. Understanding of safeguarding and safer recruitment practices.
Compliance Requirements Essential
Must be eligible to undergo and pass all checks required to become a DBS Countersignatory. Willingness to complete any mandatory training required for the role. Ability to comply with GDPR, data protection requirements and DBS Code of Practice.
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Avon Local Medical Committee
Address 12A-14A High Street
Staple Hill
Bristol
Avon
BS16 5HP
United Kingdom
Employer's website https://www.avonlmc.co.uk (Opens in a new tab)